Tracking Application Status Across Universities

EduCtrl CRM allows staff to efficiently manage student university applications through structured workflows, customizable statuses, and advanced tracking features.

Prerequisites

• Admin or staff access with application management permissions

• University applications created via Course Preferences tab

• Statuses optionally customized in Settings > Application Status

A. Managing University Applications

1. Log in to EduCtrl CRM

2. Go to the Students module

3. Select a student and open the University Applications tab

4. Click on any application to view Application Details (or) You can view directly from Applications section

   

On this page, you can:

• Update Application Status

• Send messages to students

• Request additional documents

• Add private notes visible to staff only

• Set reminders for deadlines

• Track fees paid, offers received, and commissions

B. Customizing Application Statuses

You can define your own statuses to fit your workflow.

Steps to configure:

1. Go to Settings > Application Status

2. Click +Add or Edit an existing status

Configuration options include:

• Status Name

• Stage Order: Controls the order in the status dropdown

• Country: Apply the status globally or restrict to a specific country

• Is Notes Mandatory: Requires staff to add a note when selecting this status

• Require Document Upload: Ask for a document to be uploaded at this stage

• Allow Reversion: Permit returning to this status later if needed

This customization helps standardize workflows and track progress consistently.

C. Filtering Applications by Status or Country

To monitor application pipelines across branches or staff:

1. Go to University Applications (or global Applications module if enabled)

2. Use filters:

   • Status

   • University / Country

   • Assigned Staff

   • Branch

   • Intake Year

This helps prioritize follow-ups and generate reports on application status.

Best Practices

• Use clear, structured statuses like “Application Sent,” “Offer Received,” “Visa Approved,” etc.

• Ensure all staff provide notes and upload required documents at the right stages

• Train counselors to regularly update statuses to keep dashboards current

• Use reminders to avoid missed deadlines or student communications

• Apply different status lists if workflows vary by country or department